Workday has released a new functionality, Onboarding Planner, that allows customers to customize and enhance the Onboarding experience. Onboarding Planner offers several customizable types of content. The intention of Onboarding Planner is to help new hires feel informed and connected to their new team and organization.
Onboarding Planner is a user experience enhancement that delivers supplementary useful information to the new hire. This is designed to be a one-stop shop for all Onboarding needs. This does not require any changes to the hire or Onboarding business process, other than adding the plan distribution step to BP: Hire to automatically deliver the Onboarding Plan.
Workday has released a new functionality, Onboarding Planner, that allows customers to customize and enhance the Onboarding experience. Onboarding Planner offers several customizable types of content. The intention of Onboarding Planner is to help new hires feel informed and connected to their new team and organization.
Onboarding Planner is a user experience enhancement that delivers useful supplementary information to the new hire. This is designed to be a one-stop shop for all Onboarding needs. This does not require any changes to the hire or Onboarding business process, other than adding the plan distribution step to BP: Hire to automatically deliver the Onboarding Plan.
Set Up
Onboarding Plans are delivered via a service step on BP: Hire – Onboarding Plan Assignment. Workday will assign the Onboarding Plan based on the audience configuration (see below).
Onboarding Planner is the administrator Dashboard that is delivered via Domain: Set Up: Onboarding. This is the one-stop shop for admins to configure all plans, audiences, and content, as well as view reporting related to Onboarding Plans. This can be further configured via Maintain Hubs.
The level of effort required to set up Onboarding Planner is dependent on the number of Onboarding Plans, audiences, stages, and content. You can launch Onboarding Planner with only one audience (All Employees) and one plan with minimal content.
Reports
The Onboarding Planner hub also includes built-in links to some of the most commonly used Onboarding reports. These include:
- Onboarding Business Process Status Summary: Provides an overview of new hire progress through their Onboarding tasks.
- Onboarding Plan Assignments: Provides a tenant-wide overview of Onboarding Plan assignments for new hires (e.g., plan name, stage name, date assigned, etc.).
- Onboarding Advisories: Provides information on potential issues related to Onboarding (e.g., new hire missing plan assignment).
Onboarding Plan Stages and Audience
Onboarding Plan Audiences can be built using condition rules related to the new hire’s worker record or their job application record. This is achieved via the Maintain Onboarding Plan Audiences task.
Creating Audiences allow you to condition your content to specific audiences within your worker population. Your Onboarding Planner can have multiple plans assigned to different audiences at a time. This allows for further customization with the type of content delivered to your audiences.
Onboarding stages are configured based on stage triggers. This is determined based on length of time in relation to the hire date. For example, the Pre-Day 1 (Preboarding) stage will often be configured to trigger 365 days before hire. This allows the worker immediate access upon hire, assuming that they have been hired within a year of their hire date. As stage triggers are reached, the Onboarding stage will automatically change. For example, once a new hire’s hire date is reached, they will automatically see their Onboarding stage change from Pre-Day 1 (Preboarding) to Day 1.
Configurable Content
Onboarding Plans allow for a variety of content types to be leveraged and multiple types can be used within one stage. These content types include:
Notifications
- Notifications are configured using the same interface as a Business Process notification but will be triggered based on entering the stage on which they are placed.
Onboarding Announcement
- Announcement configuration is the same as home page announcements, but these will only display within the Onboarding Plan.
- Our Recommendation: Use this content format to externally link to your organization’s merchandise store, your benefits vendor page, an external learning site, or other relevant company landing pages.
Onboarding Bulletin
- A collapsible menu of items that can include:
- Actions (Tasks)
- Custom Reports
- External Links
- Our Recommendation: Use this content format to provide your core values to a new hire.
Onboarding Card
- Orientation information
- Sections of Onboarding Card (non-configurable):
- Work Location
- First Day Start Time
- Orientation Location
- Orientation Start Time
- Instruction Overview
- Orientation Facilitator
- Our Recommendation: Use this to display new employee orientation information per location/city/state using audience condition rules.
Onboarding Card
- Orientation information
- Sections of Onboarding Card (non-configurable):
- Work Location
- First Day Start Time
- Orientation Location
- Orientation Start Time
- Instruction Overview
- Orientation Facilitator
- Commit Recommendation: Use this to display new employee orientation information per location/city/state using audience condition rules.
Onboarding Message
This text displays as a pop-up the first time that a new hire accesses the stage and remains on the Onboarding Plan for the duration of the stage.
- This content format will be labeled as a “Highlight” on the front end and a “Message” on the back end.
- Our Recommendation: Use this to display time-sensitive information (e.g., I-9 Section 1 completion on Pre-Day 1 stage, benefits enrollment reminder on Month 1 stage, etc).
Onboarding Message
This text displays as a pop-up the first time that a new hire accesses the stage and remains on the Onboarding Plan for the duration of the stage.
- This content format will be labeled as a “Highlight” on the front end and a “Message” on the back end.
- Commit Recommendation: Use this to display time-sensitive information (e.g. I-9 Section 1 completion on Pre-Day 1 stage, benefits enrollment reminder on Month 1 stage, etc).
Onboarding Video
Videos are another kind of content that can be incorporated into Onboarding Plans. Relevant company videos can be uploaded and displayed within the Onboarding Plan.
- This video displays at the bottom of the stage and plays within Workday.
- Our Recommendation: Use this to deliver a video to the new hire welcoming them to the organization. Commonly, we see videos from the CEO used here.
Additional Information for New Hires
New hires can have additional information displayed to them as part of their Onboarding experience within Workday.
Additional Information for New Hires
New hires can have additional information displayed to them as part of their Onboarding experience within Workday.
Workday Onboarding Planner is a powerful and versatile tool to help you create world-class Onboarding experiences for your organization’s new hires. With the Onboarding Dashboard scheduled for deprecation, now is the perfect time for Onboarding specialists and administrators to get familiar with the expanded capabilities of Onboarding Planner. If you have questions about how to use these tools or want to think through how they can raise the level of engagement for new hires, reach out to the Commit team.
